Where are my counseling records kept?

Counseling Services, a department of SHCS, is required by psychological practice standards of care, to keep your counseling records stored safely and confidentially. Your electronic records are kept on a server at SHCS, which meets applicable federal and state standards for security. Storage of any paper records are kept by SHCS in a secure location. All paper files that relate to your treatment are eventually transferred to your electronic record.

Are my counseling records confidential?

All records of counseling sessions with SHCS staff are held in confidence consistent with applicable federal and state law. Records include psychotherapy notes, related material, and scheduling of your attendance at appointments.

Can I get a copy of my counseling records?

Yes. Students who wish to receive a copy of their counseling records must complete an Authorization for Release of Health Information form. You are entitled to receive a copy of these records, unless we believe that seeing them could potentially cause harm to you or others. If this is the case, we will provide your records to an appropriate mental health professional of your choice or we will review your records with you and with your consent, we can provide you a summary of your record.

Can I review my records with my counselor?

Yes. Counseling records are professional documents that can contain professional language and as a result, they can be misinterpreted. Your counselor will be happy to schedule a time to meet with you to review your counseling records and to discuss their content. If the counselor you met with is no longer a UC Davis employee, we can arrange a meeting with another SHCS therapist to review your record. We strongly recommend that you review your counseling records with our mental health staff prior to releasing them to anyone. Remember, your records are confidential and secure when in our care; once you have a copy, you are responsible for the safe keeping of those documents.

How long do you keep my counseling records?

The State of California requires that we keep your records for a minimum of 7 (seven) years after the end of counseling services and for minors (17 years and under), we must keep records for 7 (seven) years after the minor turns 18 (eighteen).

Can my counseling records be released without my authorization?

The law protects the confidentiality of all communications between a client and a therapist, and information can only be released to others with your written permission (e.g., the SHCS Authorization for Release of Health Information). However, SHCS professional staff may be legally permitted or required to disclose client information without prior consent under certain circumstances, including the following:

A client is likely to harm himself, herself, or others unless protective measures are taken.

There is a reasonable suspicion of abuse of children, dependent adults or the elderly.

The client lacks the capacity to care for him or herself.

There is a valid court order.

We may also have to release your information if we receive a valid subpoena. If we receive a valid subpoena or a court order we will make an effort to contact you prior to releasing any information from your case record.

Can I cancel the authorization to release my counseling records?

Yes. The Authorization for Release of Health Information may be revoked by you at any time. The revocation must be in writing, signed by you or your representative, and delivered to: Custodian of Records, SHCS, One Shields Avenue, University of California, Davis, CA 95616. The revocation will take effect when SHCS receives it, except to the extent SHCS or others have already relied and acted on it.

Where can I access an Authorization for Release of Health Information form?

Dedicated to a Healthy Student Body

The mission of Student Health and Counseling Services is to enhance the physical and mental health of students in order to help them achieve academic success, personal development and lifelong wellness by providing an integrated program of quality, accessible, cost sensitive and confidential healthcare services, tailored to their unique and diverse needs and to assist the University community, through consultation and education, to develop a healthy campus environment consistent with UC Davis "Principles of Community".